WASFF Board Meeting 7 December 2003

Present:	Rohan Wallace, Jeremy Byrne, Ruth Turner, Peter Kelly, Elaine Kemp Shay Telfer, David Cake, Chris Creagh, M2, Simon Oxwell
Apologies:	Mark Bivens, John Parker, Jason Watson.
Observers:	Jenny Kelly.

Meeting opened: 1410

1.	Presentation of the minutes from the previous meeting.
The minutes were circulated. No changes or corrections were noted.
2.	Business arising from the previous minutes.
2.1	(2.0) GenghisCon/WASFF 
Rohan and M2 to get together again to produce proposal for Genghiscon AGM to hopefully form the basis of board's recommendation to WASFF AGM at the next Swancon.Insurance costs to be divided 20-30% to the smaller convention and rest to main convention
WASFF Memberships:
Potential for non-Swancon regional SF con subcommittee
Non-Swancon avenue of being a WASFF member subcommittee
Possible discounted 1/2 day membership for Genghiscon members
Possible WASFF membership

2.2	(3.1.1) Borderlands III.
Accounts are almost finalised. Some prizes still to be distributed. An extra $100 for insurance to be paid to Swancon 2004 as budgeted.

2.3	Banking.
BankWest requires copies of minutes noting new appointments and resignation of Luigi and Tara.
 
The board confirms that the signatories of all WASFF bank accounts are to include the board office bearers, currently Rohan Wallace, Ruth Turner, and Mark Bivens.   Subcommittee accounts are to also have the subcommittee convenor, treasurer and other as athorised by the subcommittee/board.  The board confirms that Luigi Cantoni, and Tara Smith are no longer members of the board and are to be removed as signatories.

2.4	(4.1) FTLRS
Mark has written to Grant and Wolf and is yet to hear back from them replacement cheque has been received from Russell Farr to acquit this item.

3.	Board Reports.
3.1	SwanCon 2004.
 Jeremy has revised the budget, it now balances with a $45 surplus
$5100 is the best available international airfare that could be found at the moment. Guest is available but they are waiting on an airfare quote  from him.
David attempting to reduce hotel costs by $600 by removing requirement for DJ
Eddie Campbell is confirmed as an interstate guest.
Ben Templesmith, Gary Challenor and John Long are local guests.
3.2	SwanCon 2005.
In negotiation with Pan - Steven is one of their authors, so that might help
Need to do line items for budget
Need to get minutes to WASFF to get bank accounts set up
Steve Gunner's wife works for an insurance broker and says we're paying too much.

4.	General Business.
4.1	WASFF Newsletter
Shall be produced 6 monthly
To be published in the next Swancon PR and on the WASFF website

4.2	Insurance
David says there is an insurance broker that specialises in insuring non-profit organisation (Hammond) and he will be meeting with them this week on other matters and will discuss  the possibility of WASFF insuring with them.

Next meeting:  Sunday January 18 2004. Usual time and place
Meeting closed 15:34

Action list:
1.	Ruth to present minutes to BankWest to get signatories changed
2.	David to contact Hammond with regards to insurance
3.	Jeremy to post URL of minutes relating to subcommittees to mailing list
4.	Subcommittees to meet and formulate suggestions before WASFF AGM
5.	Mark to give Jeremy a CD of missing minutes